Office Services Manager

Manager of Office Services

Department: Administration / Operations

Reports To: Senior Leadership Team

Location: Atlanta, GA

Experience Level: 8+ Years

Position Overview

Our team is seeking an experienced administrative and operations professional to lead both project coordination support and corporate office operations. This individual will serve as the senior-level resource for project administration while also overseeing the day-to-day management of the office environment.

This role combines construction project support responsibilities with facilities and office operations oversight. The ideal candidate is highly organized, proactive, detail oriented, and comfortable managing multiple priorities in a fast paced environment.

Primary Areas of Responsibility

Project Coordination Leadership

Act as the lead administrative resource for project coordination activities by overseeing workflows, supporting Project Coordinators, and ensuring project documentation is handled accurately from project startup through final closeout.

Office Operations & Facilities Management

Manage the daily functions of the corporate office while serving as the main point of contact for vendors, building management, and office related operations.

Key Duties & Responsibilities

Construction Project Administration

• Establish and maintain project records within Trimble Viewpoint Vista or related ERP systems, ensuring information remains accurate throughout each phase of the project lifecycle
• Prepare, organize, and maintain owner contract documentation and project files
• Coordinate subcontractor and vendor contract processing in alignment with project and company requirements
• Handle Notice of Commencement filings and assist with permit related administrative documentation
• Support subcontractors with insurance compliance documentation and tracking requirements
• Partner with Accounting, Preconstruction, and Project Management teams to maintain timely and accurate project documentation
• Provide direction, support, and quality review for Project Coordinators while helping manage team workloads
• Continuously improve administrative procedures, templates, and project coordination workflows
• Administer and manage project coordination software and platforms including DocuSign, JONES, AIA Contract Documents, and electronic filing systems

Office Services & Corporate Operations

• Oversee daily office operations to maintain a professional, organized, and efficient workplace environment
• Supervise the Receptionist, including scheduling responsibilities, daily oversight, and performance support
• Serve as the primary contact for property management regarding maintenance requests, lease related matters, and facility coordination
• Manage relationships with office vendors and service providers, including supplies, mail services, and courier support while monitoring service levels and cost effectiveness
• Coordinate maintenance and service needs for office equipment such as copiers, mail systems, and postage equipment
• Organize logistics for meetings, company events, visitors, travel arrangements, conference room scheduling, and hospitality support
• Assist with onboarding logistics for new employees, including workstation setup, office supplies, and building access coordination

Qualifications

Required Qualifications

• 8 to 15 years of progressive experience within construction administration or project coordination
• Hands on experience with project setup, subcontract administration, and contract management in the construction industry
• Proven ability to manage multiple priorities in a deadline focused, high volume environment
• Prior experience supervising, mentoring, or leading administrative personnel
• Working knowledge of construction ERP or project management systems such as Trimble Viewpoint Vista, Procore, or similar platforms
• Strong proficiency in Microsoft Office applications including Word, Excel, and Outlook
• Excellent organizational and document management skills with strong attention to detail
• Professional written and verbal communication skills with the ability to interact effectively with executives, project teams, vendors, and external partners

Preferred Qualifications

• Background working within commercial or industrial general contracting
• Familiarity with insurance compliance tracking, Notice of Commencement filings, and owner contract administration
• Previous experience supporting office management, facilities coordination, or vendor oversight
• Associate's or Bachelor's degree in Business Administration, Construction Management, or a related discipline

What Success Looks Like

The successful person in this role is dependable, responsive, and committed to producing high quality work. They help ensure projects are organized correctly from the start while also creating a smooth and professional office experience for employees and visitors alike.

This individual is viewed as a trusted and proactive presence within the office, someone who identifies needs early, resolves issues efficiently, and helps elevate overall operational standards.